MT Digital System

Using a digital system for medical transcription does not have to change how a physician goes about his practice. It should make it easier. The use of digital recorders, computers, the Internet, and printers can actually speed up the process and make the end result more useful.

 Dictation

The physician dictates his/her letters, history & physicals, and other records into a digital recorder. The digital recorder is not much different than the old tape recorder except it uses a memory card instead of a tape. Of course, clear dictation using a high-quality digital recorder is the best beginning for a highly accurate medical record. The digital recorder creates a separate audio file for each patient.

 File transfer

The audio files are stored in the digital memory of the recorder, usually in compressed WAV file format. Some recorders have a system to directly transfer the files from the recorder to a computer while others have a removable memory card. With the removable memory card, multiple physicians can easily use the same recorder without mixing up their dictations. The group of audio files are easily transferred to the hard drive of a computer and placed in a specially labeled folder.

 Transfer to the Internet

Using special software provided to the client, the folder of audio files is copied to our Internet site, called an FTP site (file transfer program site).This is like a website but is specially designed to facilitate the transfer of files over the Internet.  Because of the US Government’s recent law, HIPAA, which regulates the security of patient information, our FTP site is specially secured with password-protected encryption to prevent any Internet piracy of patient’s private medical information.  Files may be placed on the FTP site 24 hours a day and 7 days a week.  So there is no more hassle with getting tapes to and from the out-of-office transcriptionist.

 Off-site Transcription

Destiny MT checks the FTP site regularly to find the client’s most recent dictation. The audio file is retrieved and speedily transcribed. As a further insurance of accuracy, each transcription is put through a system of proofing and quality control to ensure each client the most accurate medical record with the fewest number of blanks as possible. We work with each client to get their Medical Records the way they want them.

 The final step

The final transcription is placed as a MS Word file back on the SSL-encrypted FTP site. Since this site is available 24/7, the physician’s office staff can easily, from any location at any time of day or night, go to the FTP site via an Internet connection and retrieve the final documents, which have been formatted to the client’s explicit instructions.  The next step is simple. The digital files are printed off and placed on the patient’s paper chart, and the medical record digital file is archived on the computer or on a CD/DVD for storage for as long as the client desires to keep it. The dictation voice files can also be stored as a permanent record of what was actually said by the doctor.

The transcription may be proofread on the computer screen or with a draft printed copy. Blanks and anything else can be corrected before the final copy is printed and the computer file is archived.